FY09 EMIS Staff Reporting

1. FY09 EMIS Staff Reporting October 2008

2. Summary of Presentation • Disclaimer: Items described in this document may not be inclusive of each and every change needed for EMIS FY09. EMIS is always changing!

3. Summary of Presentation • General list of changes • More details for the changes • Elements affected • Specific business rules for reporting of elements will not be covered, these can be found in • Chapter 3 of FY 09 Guide • See Appendices in Guide • Appendix Y contains crosswalk details and examples of reporting various situations • ITC Support Staff • Assistance via the USD Help Desk

4. Staff Changes • Position Codes • Assignment Areas • Special Education FTE • Master Teacher • Master Teacher Designation Year • Position Status • Credential ID/ZID

5. District Level Changes • These district level elements may affect business/payroll department staff since they are staff related • Master Teacher count per building • Master Teacher count per district

6. More Details …

7. Staff Changes • Position Codes • Many position codes being eliminated and replaced with a more general code which requires the use of an assignment areas • Number of assignment areas eliminated also

8. Staff Changes • Largest impact will be with codes 205, 206, 207 and 211 • These become code 230 with specific assignment area • Appendices Y in FY 09 Guide provides crosswalk for codes and assignment areas • Appendix D provides list of position codes and whether assignment area is required • Affects Staff Employment and Staff Contractor records on the EMIS data side

9. Staff Changes • Assignment Areas • Many assignment areas will no longer be necessary • Only 1 assignment area can be defined per Staff Employment record • Districts will have to set up multiple jobs if a staff member has 1 position code with multiple assignment areas • May affect contractor records if new Employment records are added

10. Staff Changes

11. Staff Changes

12. Staff Changes • The percentage of funding and funding type are not affected by the reduction in the assignment areas • Past misconception these were connected • Three values for these fields per position code are still permitted

13. Staff Changes • Special Education FTE • Found on Staff Employment record • New element for full time equivalency of position related to Special Education

14. Staff Changes

15. Staff Changes

16. Staff Changes • Master Teacher • Found on Staff Demographic record • Method by which a teacher meets the requirement for Master Teacher • Managed locally by district • Master Teacher Designation Year • Found on Staff Demographic record • The fiscal year the teacher is designated a Master Teacher

17. Staff Changes

18. Staff Changes • Position Status • Eliminated transitional position status values of R, D, N, O • All these become a status of C

19. Staff Changes

20. Staff Changes • This will require districts to update existing Staff Employment records with a separation reason and a separation date and then add a new Staff Employment record with a new position start date and all other required fields • Will not be able to update existing record for new position • Highly possible the PAYSCN from the old job can be reused and a new one will not be required • May affect Staff Contractor/CJ records due to local contract code connection

21. Upcoming Staff Changes • Credential ID/Local ZID • Field know as credential ID will become State ID • May contain Credential ID for staff with a state issued certificate • May contain generated Local ZID for classified staff • Optional for October 09 reporting • Implementation in USPS and EMIS late fall

22. Upcoming Staff Changes This field description will be changed

23. Upcoming Staff Changes • At the time of implementation, the SSDT will provide the ITCs with an automated means to backload the ZIDs previously generated and assigned to each classified employee into the USPS data field • New employees will also be assigned a new ZID by the system • District payroll staff will not have to determine what an employee’s ZID should be

24. District Level Changes • Master Teacher count per building • Master Teacher count per district

25. Software Changes • EMSSCN – EMIS entry screen for staff data • Eliminated FY09 reporting elements will be removed from “Green screens” • “Green screens” will still run, will not be a complete set of elements • New elements will be added only in the web application screens • Web application will be complete set of elements

26. Software Changes • Reports referred to as ‘look-a-like’ reports will be retired • EMIS_ODE option from MENU eliminated • Exceptions will be EMS_STAFF (Demo_job) • These exceptions will be moved to the general reports on the MENU • All EMIS list maker options • UDMS/Safari provides same functions

27. Conversion of DataFY08 -> FY09

28. Software Conversion • Program is being provided to ITC that will take existing values from USPS files, convert, map and load them for EMIS FY09 reporting • Mapping of position codes and assignment areas • Assignment areas are reduced to 1 value • Change of position status values • Above 3 are based on rules found in Appendix Y • New fields set to zeroes, or default value

29. Conversion of USPS Data • Position codes will be mapped • Old values will be translated to the new codes when possible • 205, 206, 207 and 211 become 230 • 318 becomes 334 • 110 becomes 120 • Assignment areas are determined for above mentioned code • Many codes become classified in “other” category • See attached copy of appendix Y

30. Conversion of USPS Data • Exceptions will be written to error report • These will need addressed prior to submissions for October • These exceptions will not affect whether an employee is paid only how they get reported to EMIS

31. Conversion of USPS Data • Assignment areas • Reduced to 1 value per position code • Only the first value in the table of 3 will be moved • Jobs encountered with more than 1 assignment area will be flagged on report as an exception • Jobs with an invalid assignment are will become an exception on the report

32. Conversion of USPS Data • Assignment areas will be mapped to new values • Many values are being eliminated • See attached copy of Appendix Y • Exceptions written to error report • Districts may be required to add new employment records for these staff members to report the additional assignment area • If no new assignment area is required • District must update the percentage on remaining staff employment records, it likely should be 100% now

33. Conversion of USPS Data • Position status codes being eliminated • R,N,D & 0 become C • Districts can no longer change status on existing employment record • Set separation date • Set separation reason • Set status • Add new employment record for new position at district • New position start date • New position code

34. Conversion of USPS Data • Special Education FTE set to zeroes • Master teacher element set to “NO” • Master teacher year set to zeroes

35. Conversion of Data • Master teacher count on District (DQ) record will get set to zeroes • Master teacher count on Building (DF) record will get set to zeroes

36. Conversion of Data • Messages • Assignment area related to situation where the codes are not converted • Occurs when there is more than one value • The conversion will not add new employment records for the additional assignment areas. The district will have to add these to meet their needs • Occurs if there is an invalid assignment area code

37. EMIS Staff Reporting General Review

38. USPEMS • Districts can run USPEMS/PERDET before October reporting opens in EMIS and after ITC installs September updates • Provides a means to start verifying data • All elements are validated against EMIS options file values • Many cross validations also occur • Run for errors only and for EMIS reportable only • Note: Validations can change mid reporting period, what passed once may not the next run of the program

39. Extractions from USPS • Footnotes on PERDET report provide details of potential problem spots • ! = Indicates possible data error or invalid data in field • Value for EMIS is incorrect • ? = Indicates mismatch of data between demographic and position data • Employee is set to not report to EMIS and jobs are set to report to EMIS • # = Funding percentages error • Funding amounts do not equal 100% • $$ = Validation error that will cause an error on the EMIS side

40. Extractions from USPS • Correct data in source whenever possible so it is right the next reporting cycle also • Rerun USPEMS/PERDET for errors only • As many times as needed • Verify only warnings that can be ignored still exist • When PERDET error report is clear of errors • Run USPEMS/PERDET for all and verify all data

41. Extractions from USPS • Closely review special staff situations • When everything is accurate run USPEMS/USPEMX to create extraction file • Have data loaded into EMIS and validated • Additional checking in the EMIS process will occur • Additional pieces from student data processes with staff data to complete validations • May flag errors at this point USPS did not recognize • You may have an error free PERDET and not be error free after EMIS validations

42. Errors in General • Errors showing on PERDET • Correct in USPS • Errors showing on EMSVLD generated reports • Correct in USPS • Rare instance where error isn’t something in USPS • EMS_MSG_2 from MENU generates a list of the messages and potential issues that created the error

43. Errors in General • Errors showing on the aggregations (AGG) reports • Correct in student package, EMIS or USPS • The error code can assist determining where the problem originates • EMS_MSG_2 from MENU generates a list of the codes, messages and potential issues that created the error

44. Errors in General • MISSING Staff reports from ODE usually come through weekly • Review carefully • The employees showing on the report from ODE will prevent district from meeting 100% staff goal • 100% is victory

45. Errors in General • When the close of the reporting period is near • Re-extraction from USPS is not recommended • Don’t want to create a problem on the EMIS side by a change that was required for payroll • If a correction needs to be made late • Update in the EMIS entry screens • Update in USPS also • DO NOT rerun USPEMX and request a reload • Much – much safer, prevents last minute errors and updates that prevent the 100% mark

46. Data Validations

47. Data Validations in USPS • Credential ID • Required for certificated staff • Birth date • Less than 1987 (age 21) • Greater than 1937 and certificated jobs for employee (over 70) • Warning can be ignored • Demographic required for all employment

48. Data Validations in USPS • Long term illness • Must be equal or less than absence days • Maximum of 375 • From USPS the long term days are a subset of absence days and tracked in USPSCN/ATDSCN • Can not be ignored

49. Data Validations in USPS • Attendance days • Maximum of 365 • Absence days • Maximum of 365

50. Data Validations in USPS • Semester hours • Minimum for employee with certificated positions • Specific requirement for paraprofessionals • Total years of experience • Must be equal or greater than authorized years • Authorized years of experience • Must be equal or less than total years • Degree type • Specific requirements for paraprofessionals